We hope this checklist will help in planning your next golf tournament?
We’ve developed a detailed list of the many items you will need to consider when planning your next golf tournament. Feel free to print out this checklist for reference or email it to your golf committee members.
Check list for your golf tournament:
Reserve golf course early
Identify helpers…the more the better. Be sure at least some are golfers
Set time lines and goals to occur at pre-determined dates
Assign specific duties to committee members based on their interest and experience
Establish follow up meetings with clearly defined goals and objectives
Exchange email addresses and phone numbers with committee members for easy contact
Depending on your budget, consider building a web site to promote your tournament including a sign-up form
Research possible conflicts with other tournaments, holidays, school schedules, vacations, season weather variations etc.
Consider time of the day, day of the week and day of the month for maximum turn out
Will it be a charity tournament such as American Heart Assoc. or a for profit event?
If a charity event, consider asking for help from national/regional office of the charity
One day or multiple day tournament?
If more than one day, consider evening entertainment and forming separate committee
Morning or afternoon tee times?
Most golfers will prefer afternoon tee times though am and pm tee times will accommodate larger number of golfers for your tnmt.
Consider one or more major sponsor(s) and possibly give full/partial name to tnmt for the sponsor(s)
GOLFERS MAILING LIST
Develop mailing list of all participants for this tnmt but more importantly for future tournaments
List should contain committee members, golfers, sponsors, food and beverage vendors, etc.
Consider developing email list with increasingly popularity of email
Consider area businesses, hospitals, schools and financial institutions
Consider inviting a celebrity to participate…it can be a big draw for a tournament, especially for a charity tnmt. National associations such as Susan G. Komen Breast Cancer Foundation, American Heart Association, etc., can be helpful in arranging celebrity appearances.
HOLE IN ONE INSURANCE There is no better way to draw a crowd of golfers than a highly visible prize such as a new car, a motorcycle, boat, motor and trailer, a motor home or even cash. The prize can be insured for a modest premium. Click here for more information on this great way to bring out the golfers for your tournament… www.hole-in-won.com, then go to the “Instant Quote” tab. The hole in one prize should be heavily promoted in all your publicity. Be sure you assign several committee members to read the insurance policy that will cover your hole in one prize. It’s a legal document with important requirements governing the payout if someone makes a hole in one. Have schedule for relieving witnesses to assure continuous availability of witnesses. Certain minimum age requirements apply to the witnesses, depending on the size of the prize. Call 203-831-0600
or 203-831-0642 if you need help with this.
SIGNING UP TEAMS
Designate specific committee members the duty of signing up teams/players. Good record keeping is essential
Develop mailing list for subsequent years
Designate committee members the specific duty of keeping up with teams/players to avoid duplicate sign up of golfers
This can be a problem last few days before tnmt as team sponsors scramble to sign up golfers
Order early to ensure availability First place team, second place, team, etc. Consider ordering your trophies
from our line on-line store… www.hole-in-won.com, then click on “Store” tab. Longest drive Closest to pin
PRIZES FOR WINNER
Suggest coordinating this with local pro/course manager. Gift certificates, clubs, gloves, balls, bags, umbrellas, etc.
Consider 1st, 2nd, 3rd, 4th, 5th place prizes to build good will with lots of winners for future tnmts
Ask course manager/club pro what prizes he/she has to offer in pro shop.
Consider having professional/local amateur take photos of golfers/teams. Nominal charge for photos or include in entry fee. Coordinate photos with celebrity appearance. Consider extra charge for picture with celebrity.
Cost for use of golf course… (per golfer or per team)
Prizes for winners
Insurance premium for Hole In One Insurance Prize
Beverage cart driving around golf course
Corporate sponsorship contribution (naming tnmt after sponsor(s)
Entry fees by teams/golfers
Mulligans…charge extra or include in entry fee?
% of fees from teams sold through Calcutta auction…typically for multiple day tnmt
Beverage cart sales driving around golf course during tnmt.
Raffle tickets…consider selling tickets during sign up and during tnmt
For example…raffle tickets for trip for two.
Photographs of golfers/teams
MORNING or AFTERNOON TEE TIMES
Most golfers will prefer afternoon tee times
Consider lower entry fee to entice more morning golfers
Disadvantage for am and pm tee times is presentation of winners’ prizes…morning golfers will have to return to course to claim their prize in the afternoon
PROMOTION OF EVENT
Promotion of event through mailings, emails, flyers, posters, etc. All promos should contain name of tnmt, date, format, contact person and phone no., fee for team/golfers, deadline
Be sure and promote with high-profile Hole In One Prize
Brief description of prizes, mention name of celebrity if applicable.
Consider having local printer print posters in exchange for posting the printing company on the poster or give printer
a team in the event
Consider developing graphics to use in email promotion. Should include sign up form in graphics.
For charity tnmts, seek advice from national organization such as American Cancer Society, March of Dimes, etc.
Mail flyers to area golfers
Check with the pro /course manager…variations are endless
Consider identifying high profile individual as Honorary Chairperson particularly with charity tnmts.
Suggest interviews with tournament organizers and publicize via Radio, TV, and Newspapers
Email notices to golfers with graphics developed to promote your tournament
Have committee members make announcements at local Civic Clubs
Post flyers at golf course where tnmt is to be held…possibly also at area courses
Consider getting list of golf members from area golf course(s) and contacting them
Phone campaign to contact area golfers
Photos for newspapers of tournament organizers and possibly Honorary Chairperson
GRAB BAG FOR GOLFERS
Goodie Bags! Request items from local companies who would like to advertise with their names on the product
Green repairers, Bag tags, Golf tees, Golf Balls, etc. from financial institutions for advertising
FOOD & BEVERAGE
Have local caterer or club/course provide food
Beer distributor/soft drink distributor provide beverage
Have drink carts on course during tnmt
Make sure you’re not planning food or beverage from outside source that golf course will require you purchase from it
Verify dates with head pro/course manager…consider exchange of letters or email for verification to avoid confusion and embarrassment
Discuss your financial commitment to course if tnmt is cancelled for weather, unforeseen events, etc.
Order signs in plenty of time
Signs for team sponsors and individual hole sponsors
Consider big banner to welcome golfers and include name of major sponsor(s), celebrities
Closest to the pins, Longest drive, Straightest drive, etc...
Confirm in advance which workers are to appear and when, and make clear their duties
Must have cash box for collecting and making change and 2-3 committee members to sign in teams, sell mulligans, raffle tickets, etc.
Have clearly marked signs to direct golfers to different areas
Have helpers remain after tnmt to clean up area
RECAP OF TOURNAMENT FOR NEXT YEAR
Recommend follow up meeting within week of tnmt to make notes for improvements for next year’s tournament
Suggest circulating checklist for next year based on recent tnmt
Ask pro/course manager to join meeting for input
Be sure and write thank you notes to sponsors and golfers and ask them to share suggestions with you for making next year’s tnmt even better. Email can be very effective in soliciting suggestions.
Please visit www.hole-in-won.com or call for assistance
203-831-0600 or 203-831-0642